Agenda - Public Works Committee - 12/03/2013

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Public Works Committee 5. 2. Meeting Date: 12/03/2013 By: Grant Riemer, Engineering/Public Works Title: Change in Institution Community Work Crew (ICWC) Contract Purpose/Background: The purpose of this report is to inform the Public Works Committee on the changes in the contract with the State of Minnesota and the work crew that is contracted through the Department of Corrections. Over the past several years the City of Ramsey has contracted with the Department of Corrections to use a work crew to help with various public works activities. The work crew consisted of 6-8 inmates and a guard/crew leader. Activities the crew performed included, mowing in our parks, striping athletic fields, cutting down diseased or damaged trees, chipping brush, sod work, etc.... Under the current contract the ICWC works one day a week, normally Wednesday, and work for 6-7 hours. The price of the current contract is $20,175.00, which is due to expire on 12/31/2013. The Department of Corrections has informed the Public Works Superintendent that they have received several inquiries from other cities requesting crews for additional days and for that reason they would not be able to renew our contract. It is in their financial best interest to move our crew to where the greater demand is than to expend the capitol needed to start up a new crew. The Department of Corrections has offered us a new contract where they would provide us a crew on a "as needed basis" There would be no cost to the city, until we utilized a crew.That cost would be $475.00/day for Monday -Thursday, and $67.50/hour for each overtime hour worked. They have a 4 day work week schedule, so Friday would be considered overtime. Most crews would be busy Monday- Thursday, so any crew we used would be more than likely at the overtime rate. Timeframe: 10 minutes Observations/Alternatives: Although there are advantages in using the ICWC, such as a large work force at a reasonable labor rate, there are disadvantages as well. The work crew can not be split up. They all have to work in the same area where they can be monitored by the guard. Their skill set is basically limited to manual labor, they are not allowed to run equipment with the exception of power hand tools, so unless you have a very large project, people are not utilized to the fullest extent. Staff would like to work with the finance department to re allocate the money ear marked for the ICWC in the 2014 budget. Staff feels that the void left by the departure of the ICWC could best be filled by seasonal help or contracted services. Funding Source: General Fund budget 0311-6315 and 0452-6315 Recommendation: Staff recommends entering into a one year contract with the Minnesota Department of Corrections for the occasional hire of their work crew on an as needed basis and to work with finance to reallocate funding in the 2014 general fund budget for either contracted services or temporary seasonal help. Action: Motion to accept staff recommendation and forward on to council for approval or Motion to reject staff recommendation and choose an alternative based on committee discussion